FN1461_Q&A.pdf

FN1461-18

Ergonomic Seating Components

Questions and Answers

Q: Will the resulting contract be multiple awarded or is UNICOR looking for a single source for seating components?

A: Multiple Award

Q: The solicitation on page 2 states responses can be emailed or sent via fax. The workbook instructions state proposals must be submitted electronically via email. Throughout the solicitation, comments are made stating “provide with written proposal”. What format is required for our response to this solicitation. Is the pricing workbook spreadsheet required electronically and all other information is to be submitted as a hard copy?

A: The pricing workbook and the signed SF1449 shall be submitted electronically. All other information shall be submitted via hard copy. Please only submit 1 hard copy.

Hard copies of the information shall be sent to:

UNICOR, Federal Prison Industries 400 First Street NW- Room 7012 Washington, DC 20534 Attn: Tatea Cavanaugh 202-305-7302

All hard copies shall arrive by the offer closing date and time of October 29, 2018 at 10:00 am to be considered.

Q: The solicitation calls for a substantial amount of information to be submitted so if the required format is electronic for a vendor’s total response what is UNICOR’s size limitations for receiving data? What if the information required exceeds UNICOR’s data limitations?

A: Based on the above clarification size limitation should not be an issue.

Q: Is a file transfer protocol “FTP” site an acceptable solution for UNICOR to receive bid response electronically?

A: All files shall be submitted in PDf format

Q: The instructions for completing the chair pricing – BOM’s in the workbook state 20 different style chair bom’s may be submitted. What is meant by style chair bom’s?

A: Style Chair Bom is the Bill of material for each chair you are proposing

Q: Does this mean we can supply a representative bom of a single chair line and if awarded supply all bom’s for the chair line (ex. all options available) or does this mean only 20 bom’s total are allowed including options within a single chair line (ex. Arm and No Arm chairs, sled and 4 leg chairs, different cylinder heights, etc.)?

A: Each chair style you propose shall provide all options for that line.

Q: Is it acceptable to submit some seating lines by a kit model # versus UNICOR purchasing by an individual component number? In many instances purchasing by a kit model # provides the best price option available.

A: UNICOR will not accept kit models.

Q: If UNICOR’s preference is to purchase only by component how should we provide a complete component list for a chair line? The instructions for the workbook call for a bill of material (BOM) to be provided but how are we to provide all of the components for all of the different configurations/options available?

A: The workbook allows for your firm to list all the options of each chair you are proposing.

Q: Is it acceptable to attach separate pricelists from what is required on the workbook?

A: No, additional price list will not be accepted. The workbook as presented provides for adding all options/features.

Q: The product categories listed on the drop down box contained within the workbook do not match all of the chair categories listed on page 4 of solicitation.

A: The product categories drop down box has been updated to add all chair categories as listed on page 4.

Q: The chair pricing – BOM’s do not allow for the quantity of each part required to assemble the finished chair. Can a column be added to account for the quantity of each part needed for the specific bill of material (BOM)?

A: The workbook has been updated to include quantity required.

Q: In regards to what items are proprietary – could a column be added on the chair pricing – BOM’s so a vendor could designate what individual part #’s are proprietary?

A: The workbook has been updated to include a column for proprietary items

Q: In regards to the categories of seating listed on page 4 of solicitation – what is the difference between Heavy Duty/24/7 Use seating and Big and Tall Seating?

A: 24/7 is a multi shift heavy duty intensive use chair. A Big and Tall is a Heavy Duty chair with weight demands up to 450lbs.

Q: Page 11 of the solicitation contains an “Economic Price Adjustment” clause for every 12 months after the contract award date. The workbook pricing spreadsheet requests option year pricing. Is option year pricing necessary if the resulting contract award contains an Economic Price Adjustment for option years of contract?

A: The pricing on the workbook shall reflect the same pricing for the base and option years. The pricing will increase/decrease based on the data in the Economic Price Adjustment clause – Producer Price Index.

Page 44 of solicitation outlines the requirements for a consignment inventory program if lead-times are not being met. Is a consignment program proposal required with our bid submission or only after UNICOR requests at a later date after contract award?

A: The consignment proposal is required to be submitted with written proposal by the solicitation due date and time.

Q: Page 45 of solicitation states the BIFMA “testing reports shall be provided as part of the written proposal”. This is a voluminous amount of paper to supply with the bid response.

Can we confirm with our response that all seating in response has passed BIFMA testing requirements as outlined and provide the specific written test results upon request?

A: All Bifma testing reports are required to be submitted with written proposal by the solicitation due date and time.

Q: Due to questions required to be submitted by 10/11 and the time frame for receiving the answers being unknown, will the due date of 10/29/2018 (10:00am Eastern) be extended?

A: There will not be an extension, written proposals are due by 10:00 am on October 29, 2018.

Q: Does UNICOR want us to provide drawings, BOMs, pricing, and literature for products that are already on the current contract? Or, are we only to provide information for new products?

A: Drawings, BOMs, pricing, and literature shall be provided by all offerors for product being proposed under this solicitation.

Q: There are some circumstances under which we may need the 21-day lead time to be extended, such as: leather seating upholstery orders, high quantity orders for standard items (150+), moderate to high quantity orders for low-volume selling fabrics and finishes, and orders for fabrics and meshes that require longer milling times. For these circumstances, would UNICOR consider allowing staggered delivery times?

A: We require a 21 day lead time for all items in accordance with the Order Limitation Clause on Pages 21 and 22 of the solicitation document. However, UNICOR will consider staggered delivery dates on a case be case basis if the vendor notifies UNICOR within 24 hours of receipt of order the need for staggered delivery and provide a written delivery schedule. At no times will staggered delivery dates be approved beyond 30 days.

Q: Our current commercial warranty to our end customers covers parts and labor on finished goods for 15 years. Would UNICOR consider matching our parts and labor warranty to their end customers?

A: If your company is awarded a contract, UNICOR will offer our customers a warranty in accordance with the warranty provided by your company as long as it meets or exceeds the 10 years.

Q: What is UNICOR’s forecasting strategy for this contracting period?

A: Due to the way our orders come in from our customers and being a Just in time vendor, we cannot provide a forecasting strategy at this time. However, UNICOR will notify all awarded vendors of large projects in advance of ordering when possible. Also, UNICOR will provide awarded vendors with estimated forecast during our busy season of August through January.

Q: Our submission file will likely be very large. Will UNICOR accept submissions via Drobox for this RFP?

A: As stated earlier, the pricing workbook and the signed SF1449 shall be submitted electronically. All other information shall be submitted via hard copy. Please only submit 1 hard copy of offer.

Q: What does UNICOR consider an equivalent to ISO 9001 certification?

A: .An equivalent to ISO Certification is a copy of your company's quality management system, also state whether your company intends to seek ISO certification in the future and if so when. In addition, offerors shall submit ISO certification or Quality Management System for all subcontractors (suppliers) involved in the performance of this contract.

Q: Our seating solutions are highly customizable and come in a wide array of finish options. For the purposes of this RFP response, we are planning to provide BOMs only for the most popular models. Is this acceptable to UNICOR?

A: Offerors are to provide BOMS with all options they are proposing under this solicitation.

Q: What is the onboarding procedure for adding new product to the contract once awarded?

A: Offerors are required to submit new product request to Greg Holmes, Operations Manager and Tatea Cavanaugh, Sr.

Contracting officer. As part of the submission, offerors are to include but not limited to:

Bill of material Component Pricing Delivery in accordance with contract Schematic Drawings

Exploded Views of construction Descriptive Literature Product Drawing in CAD format ANSI Bifma Testing Reports

Any and all product changes shall be submitted and approved in writing by Greg Holmes, Operations Manager prior to implementation. Offerors shall notify FPI in writing at least 30 days in advance of any proposed changes. All changes will be approved by the Operations Manager and a contract modification will be issued to reflect approved changes to the contract. UNICOR requires 30 day’s notice to provide adequate notification to our customers of a change in future products they may order and allow our factories and Product support center time to make changes in SAP.

Page 4 - Product documentation is hereby amended as follows:

Any and all product changes shall be approved by Greg Holmes, Operations prior to implementation. Offerors shall notify FPI in writing at least 30 days in advance of any proposed changes. All changes will be approved by the Operations Manager and a contract modification will be issued to reflect approved changes to the contract.

Q: We have several product line extensions in final stages of development. Can we include information about these products within our response, as they will be brought to market during the contracting period?

A: At this time UNICOR will not accept information for products in the development stage.

Q: Can UNICOR describe what a potential Quick Ship program would look like?

A: Our Quickship Program is for delivery of chairs to the customer within 10 days after receipt of customer order.

The program will be revamped once contract award(s) are made as a result of this solicitation. Offerors may provide which seating lines they would recommend UNICOR utilize in its future Quickship program. All seating on the Quickship program is in black only.

Q: What is the response date?

A: Monday October 29, 2018 at 10:00 am.

Q: My question was on the bid it says a “five year, firm fixed-price”. Does that mean the price I quote you cannot change for 5 years?

A: Page 1 of the solicitation states 5 year firm fixed price and it also states one (1) base with four options years, if exercised.

The correct period of performance is one (1) base with four options years. In addition, the pricing on the workbook shall reflect the same pricing for the base and option years. The pricing will increase/decrease based on the data in the Economic Price Adjustment clause.

Except as provided herein, all other terms and conditions remain unchanged.